Institution Detail {FPRM-1}


This option allows the entering of information required for the control of the Payroll System


Fields in the option:

Panel Box 1:  Statutory Reporting and Payroll Information


Field Type
&
Length		 Description
Start of Tax Year 
 DD-MON Supply the day in the year that the payroll tax period starts
Contact Person N9 The personnel number of the contact person for IRP5 tax certificate purposes.
Institution Tax Number A15 The Tax Number of an Institution as the Employer.
Number of months GL is behind PR (0 if the same) N99 This indicates whether or not the Payroll finance cycle and the actual payroll cycle is in sync to ensure payroll postings is posted to the correct Finance cycle.  
In cases where the Payroll finance cycle is not in sync with the payroll cycle this field cannot be 0. i.e. If the financial year starts in July and the payroll year in January then the financial year(cycle)  is 6 months behind the payroll cycle and this value should then be 6.
SARS SDL Reference Number A10 Skills Development Levy reference number.  This field is used by "Generate Tax Certificates" {FPRT-1}
SARS UIF Reference Number A10 Unemployment Insurance Fund reference number.  This field is used by "Generate Tax Certificates" {FPRT-1}
DoL UIF registration Number  A9 The UIF registration number of the institution. 
This field is used by "Creation/Recreation of UIF File" {FPRN-28}
ETDP Standard Industry Classification DROPDOWN Standard Industry Classification Codes (SIC) are used to classify work establishments by the type of activity in which they are primarily engaged. The purpose being to promote comparability of establishments data. The SIC Codes used in the education sector (ETDP) are:
  • 92004  EDUCATION BY TECHNICAL COLLEGES
  • 92005  EDUCATION BY UNIVERSITIES OF TECHNOLOGY
  • 92006  EDUCATION BY TEACHERS TRAINING COLLEGES AND EDUCATION FOR FURTHER TRAINING
  • 92007  EDUCATION BY UNIVERSITIES

used for ETDP SETA reporting {PMAIN-16}.
Sort Sequence for Salary Reports A1 (N)umeric or (A)lphabetic  
Payslips, Cheques, the Coinage Analysis report, the Pay Distribution report and the Bank Transfer report are ordered in pay date sequence. Within this the order is by pay point or bank: and, where appropriate by payment method. The user can specify whether personnel should be listed in alphabetic or numeric sequence on these reports.
Number of Hours per Year N4 Supply the number of hours per annum for the calculation of hourly rate of pay.
Working Days per Month N3.2 Supply the number of average Working Days in a calendar Month, example 21.67

This is used to calculate a pro-rata salary notch when an employee is in service for a partial month AND where the Salary Notch payroll transaction has been defined to calculate using Salary Calculation Method ‘7’ {FPRG-25 Query Calculation Methods} i.e. Salary Notch / 12 months / N2.3 value entered in field * working days in service.
 
If this field is null, a pro-rata Salary Notch will be calculated using the Earning Code (Calc Method ‘7’) definition of either Notch /365 calendar days * calendar days in service OR Notch / 260 working days * working days in service

Panel Box 2: Bank Details



Field Type
&
Length		 Description
Bank Code N2 The code for the institution's bank, from which salary payments will be done; the name will be displayed.  Banks are defined in Bank / Branch Detail {FPRC-1}.
The field is a display only field - refer to the on-line documentation of the ACB System {FRM-3} for more details.
Branch Code N6 The branch number of the institution's bank; the name will be displayed.  Branch detail is defined in Bank / Branch Detail {FPRC-1}
The field is a display only field - refer to the on-line documentation of the ACB System {FRM-3} for more details.
Bank Account Number N11 The Bank number that will be debited with salary payments (also via ACB transfers).
The field is a display only field - refer to the on-line documentation of the ACB System {FPRM-3} for more details.


Panel Box 3: ACB Details and Item Limits

Field

Type
&
Length

Description
Installation ID Code  N4 The ID number as assigned by the ACB.
The field is a display only field - refer to the on-line documentation of the ACB System {FRM-3} for more details.
User Generation Number N4 The first Live User Data Set submitted must commence with No. 0001: thereafter it must be 1 greater than the last Generation Number of the User Data Set that was successfully processed. 
The system updates this number after every run, except when a Test Tape was produced or if validation errors were encountered. 
The user will have to re-set this field in Maintain Cash Book Definition {FCSC-5} if the bureau rejects a live tape.
The field is display only - refer to the on-line documentation of the ACB System {FRM-3} for more details.
Type of Service A10 ACB offers the choice of a ONE-DAY, TWO-DAY or  FIVE-DAY service.  The system defaults to “FIVE DAY"
The field is display only field - refer to the on-line documentation of the ACB System {FRM-3} for more details.
Tape Serial Number A8 This is the number by which the institution identifies the physical tape that is sent to the bureau; it will also appear on the accompanying Tape Delivery Advice that is sent to the bureau.
The field is display only field - refer to the on-line documentation of the ACB System {FRM-3} for more details.
Debit  Item Limits N15.2 These fields represent the maximum value of entries homing to one account on any one day by the user, as agreed with the bureau.  In practice: if a user submits more than one entry for the same Action Date against any one homing account sequentially within a single Data Set, then the combined value of such entries processed may not exceed these limits.  Create File for ACB Tape {FPRN-7} which generates the ACB tape will warn the user if this limit is exceeded, thus allowing time to make special arrangements.
The field is display only field - refer to the on-line documentation of the ACB System {FRM-3} for more details.
User Code N4 Every user of the ACB facilities is assigned a User Code: this is the same as the installation ID Code, if the user prepares the transfer tapes in-house. The field is a display only field - refer on-line documentation of the ACB System {FRM-3} for more details.
Installation Generation Number N4 The first Live Tape submitted must commence with No. 0001: thereafter it must be 1 greater than the last Generation Number of the tape that was successfully processed.  The system updates this number after every run, except when a Test Tape was produced or if validation errors were encountered. 
The user will have to reset this field in Maintain Cash Book Definition {FCSC-5} if the bureau rejects a live tape.
The field is display only field - refer to the on-line documentation of the ACB System {FRM-3} for more details.
User's Approved, Abbreviated Name  A10 ACB assigns an approved, abbreviated name to every user at time of registration.
The field is display only field - refer to the on-line documentation of the ACB System {FRM-3} for more details.
Aggregate Value Limit N15.2 This field represents the maximum total debit allowed against the user's nominated account number during any ten day period, as agreed with the bureau.  In practice, if the total debits on a tape exceed this amount, the tape will be rejected unless prior arrangements have been made with the bureau.  Program {FPRN-7} which generates the ACB tape will warn the user if this limit is exceeded, thus allowing time to make special arrangements.
The field is display only field - refer to the on-line documentation of the ACB System {FRM-3} for more details.
Credit Item Limits N15.2 These fields represent the maximum value of entries homing to one account on any one day by the user, as agreed with the bureau.  In practice: if a user submits more than one entry for the same Action Date against any one homing account sequentially within a single Data Set, then the combined value of such entries processed may not exceed these limits.  Create File for ACB Tape {FPRN-7} which generates the ACB tape will warn the user if this limit is exceeded, thus allowing time to make special arrangements.
The field is display only field - refer to the on-line documentation of the ACB System {FRM-3} for more details.


Panel Box 4: Fihrst Management Indicators

Field Type
&
Length 		Description
Fihrst Indicator for Salaries Yes / No This indicates whether the monthly Salary Payments information is created using Fihrst interface {FPRT-1}
Fihrst Indicator for Bonds Yes / No This indicates whether the monthly Bond Payments information is created using Fihrst interface {FPRT-1}
Fihrst Indicator for other Payments Yes / No This indicates whether the monthly Other Payments information is created using Fihrst interface {FPRT-1}

Panel Box 5: Cash Advance/Recovery Details

Field
 Type
&
Length 		Description
Cash Advance ED Code A4 During every pay run the previous month's advance (if any) will be automatically deducted as a normal “Cash Advance Recovery” transaction.  Rounding up will then be done if required, except in three instances,i.e.:
  • in a person's resignation month;
  • if a person has a “Stop Pay” indicator set for the following month;
  • if a person has a negative net salary, which is equal to or larger than the specified rounding unit.
If rounding occurs: a “Cash Advance” individual advice is created by the salary calculation program, with E/D Code and GLA as specified here at salary level “99”, with IRP5 Box “9999” and Calculation Method “3”.

Simultaneously a “Cash Advance Recovery” advice is created which is valid only for the following pay cycle, as per the E/D Code and GLA specified below.  This transaction lies at salary level “98”, with IRP5 Box “9999”, Calculation Method “3”. The Start Date is the first day of following payroll cycle and the End Date is the last day of following payroll cycle.

The respective E/D Detail Report, Detail per Earning / Deduction {FPRNR1-6}, will contain full detail of the month's cash recoveries and advances.  The Detail of Cash Advances serves as a “List of Cash Advances to be Deducted during following Pay Cycle”.  The posting to GL occurs as usual.
Cash Advance GLA A4 + A8 Cash advance cost centre and GLA.
Cash Advance Recovery Deduction  Code A4 Cash advance recovery  ED code
Cash Advance Recovery GLA A4 + A8 Cash advance recovery cost centre and GLA.
Rounding Unit N3 This field need only be entered by those users who wish to round up their cash payments automatically on an ongoing basis, in order to minimize the handling of small denomination coins.
Valid entries are the valid coin denominations for a particular country, up to the value “100”. 
The system defaults to “1”. 
If the value of this field is “1”, the next six fields can be left blank.

Panel Box 6: Department of Labour Equity Report Employer Information (applicable to South African Clients)

These details are used when creating the Department of Labour EEA2 {PAOPR3-8}and EEA4 Forms {PAOPR3-6}
Field Type
&
Length 		Description
Company Registration Number A18 The Company Registration Number of the institution. 
Employment Equity Number A30 The Employment Equity Number of the institution.
Bargaining Council A40 The name of the Bargaining Council of the institution
Business Type A1 The Type of Business  

A List of Values exists with the following options:  
1 – Educational Institution
2 – Private Sector
3 – National Government
4 – Local Government
5 – Non-profit organization
6 – State-Owned Enterprise
7 – Provincial Government
Null  
Is your Organisation an Organ of the State? A1 ‘Y’es / ‘N’o
If your Organisation is a Group / Holding Company, provide Name A40 If your institution is part of a Group or Holding Company, provide the name
Is the organisation a Public Company? A1 ‘Y’es / ‘N’o
Postal Address Line 1 A80 Line 1 of the Postal Address of the institution
Postal Address Line 2 A80 Line 2 of the Postal Address of the Institution
Postal Code N4 The Postal Address Postal Code  
A List of values is displayed with Post Codes as defined on {GCS2-7}
City A30 Postal Address City
Province A80 The Province Code and Description, defined for the Postal Code is displayed
Physical Address Line 1

 

 Line 1 of the Physical Address of the institution
Physical Address Line 2 A80 Line 2 of the Physical Address of the institution
Postal Code N4 The Physical Address Postal Code  
A List of values is displayed with Post Codes as defined on {GCS2-7}
City A30 Physical Address City
Province

A80

 The Province Code and Description, defined for the Postal Code is displayed
Personnel Number of CEO / Accounting Officer

N9

 The Personnel Number of the CEO / Accounting Officer  
A List of Values is displayed with all in-service personnel as defined on {PBOP-1}  
The Title, Initials and Surname of the Personnel Number selected is displayed
Personnel Number of the Employment Equity Senior Manager

 

 The Personnel Number of the Employment Equity Senior Manager  
A List of Values is displayed with all in-service personnel as defined on {PBOP-1}  
The Title, Initials and Surname of the Personnel Number selected is displayed

Panel Box 7: Department of Labour COIDA  Report Employer Information (applicable to South African Clients)

These details are used when creating the annual COIDA report {FPRY-9} 

Field Type
&
Length 		Description
CIPC Number A20 Companies and Intellectual  Property Commission Number (Registration of Companies, Co-operatives and Intellectual Property Rights)
COIDA Number A20 Compensation for Occupational Injuries and Diseases Act Number allocated by the department of Labour.
Personnel Number of Responsible person N9 The Personnel Number of the person responsible for the COIDA submission.

Example:








History of Changes

Date System Version By Whom Job Description
16-Apr-2007 v01.0.0.0 Charlene van der Schyff t134088 New format update
15-Jan-2008 v01.0.0.0 Frans t138771 Proofread and Correct
11-Aug-2009 v01.0.0.1 Charlene van der Schyff t161012 Edit language obtained from proof read language Juliet Gillies.
03-Feb-2009 v01.0.0.2 Goodman Kabini t164600/
t163459		 Add the two SDL Reference and UIF Reference Number fields with its description in the table including the new picture for block 1.
21-Nov-2017
 v05.0.0.0
 Sthembile Mdluli
 t221977
 int 05 new image updated
11-Mar-2020 v4.1.0.0 Philip Patrick t241695 Included ETDP Standard Industry Classification and revised screenprint for menu option.
01-Oct-2020 v04.1.0.1 Kerrylee Naidoo t241338 Enhacment to Manual for EE reporting 
17-Nov-2020 v04.1.0.2 Kerrylee Naidoo t246629 Update manual to include correct link
19-Apr-2021 v04.1.0.3 Kerrylee Naidoo t249357 Update new working days per month
16-Jun-2022 v04.1.0.4 Allie de Nysschen T255455 New COIDA reporting
15-Apr-2025 V4.1.0.5 Allie de Nysschen T271814 Enhancement to control GL Payroll cycle